Implementing asset tracking software in your business can feel like a huge task. There are a lot of things to take into account when you're searching for an asset tracking system.
Once you've ironed out what you're looking for, however, you'll benefit from the tools and functionality that asset tracking systems can assist you with.
Instead of needing to change a spreadsheet manually, an asset tracking app allows you to log changes on an asset level while you have the asset in front of you. This gives you much more control and accountability over your assets instantly.
Therefore, when you use asset tracking software, you will:
- Lose fewer assets
- Save time on operations
- Save money on asset retrieval
- Maintain an accurate fixed asset register
- Improve your accountability over assets
- Automate your operations
- Improve maintenance operations
- Keep a clear view of who is responsible for what
- And more!
Using Asset Tags
Asset tags unlock a lot of functionality. When you use asset tags, you'll be able to take your asset tracking app's capabilities further. Depending on which tags you're using, you'll be able to create different levels of automation over your asset list.
The way asset tags work is by linking unique assets to their digital profiles. In other words, if you've tagged an asset with a QR code, you will be able to find that asset in your asset tracking app simply by scanning the tag.
Barcode Asset Tags
Barcode asset tags are most commonly used when it comes to tracking assets. This is as they're easy to use, easy to implement, and effective.
A potential issue with barcode asset tags, however, is that they may not be unique. This is as a lot of barcodes contain pricing information. To ensure that you can retrieve unique asset profiles, the corresponding tags themselves must be unique too.
QR Code Asset Management
QR code asset tags work in much the same way as barcodes. Much like barcodes, too, you'll be able to use custom QR codes. This means that if you're tracking heavy tools and equipment, you'll be able to use metal QR code asset tags to ensure that weathering doesn't affect the tag's readability.
Whenever you scan a QR code or barcode in your asset tracking app, the asset's last seen location will be updated, as well as the user who scanned the tag and when they scanned it. This uses your phone's GPS data and creates a neat audit trail.
You can track interactions with your assets this way. For example, if you wish to report an issue on an asset, all you need to do is scan the asset's tag to open its profile and press "report issue". As you've scanned the tag, this interaction will be logged on the system, giving your maintenance team everything they need to know to fix the asset quickly.
RFID Asset Tracking
RFID asset tracking unlocks more speed when it comes to maintaining your asset register. This is as RFID tags use radio frequencies to be detected, so they can be scanned from a distance.
The main difference between RFID tags and QR codes is that you'll be able to scan QR codes using your phone's camera, where RFID tags will require third-party hardware to be read.
Therefore, if you need to audit a group of assets within a room, when you're using a handheld RFID system, it's a simple process of clicking "audit" and holding down the trigger on your handheld RFID reader.
Separate from handheld RFID systems, you'll also be able to implement fixed RFID asset tracking. Fixed RFID asset tracking automates your operations even further, and is well-suited to busy environments, such as with healthcare asset management.
Fixed RFID readers can pick up whenever an asset moves from one location to another, meaning that you can log any changes (such as one shelf to another) on your asset tracking software without the need for manual input.
The other edge that RFID tags have over QR codes and barcodes is that you can conceal RFID tags while keeping them readable. This means that you can use RFID tags for high-value collection tracking, as you can conceal RFID tags under a painting's frame, for example, so as to not affect the value of the asset itself.
GPS Trackers
GPS trackers fill in any gaps when it comes to location tracking. When you use QR codes, barcodes, or RFID labels, you can only track an assets' location whenever an interaction occurs. This would otherwise mean that if an asset leaves one of your sites, the risk of losing accountability or visibility over it would increase exponentially.
GPS asset tracking fixes this as you're able to attach GPS trackers to your assets for when they'd otherwise lose visibility. GPS trackers update periodically and tell your asset tracking software where your assets are. This is helpful in ensuring that deliveries go to the right place, but is also used across large distances on sites.
For example, if you're tracking assets on an airfield, you'll be able to use GPS trackers to see how your assets are moving without needing to manually interact with your tools or equipment.
Asset Tracking Software Functionality
The best software gives you the ability to use a cloud-based asset management system with an integrated app and web portal. This allows you to mix and match functionalities depending on if you're onsite with assets, or if you're running reports offsite.
You can also speed up your operations further by sharing your asset tracking software with your colleagues. Many departments within a company can use the same asset tracking software to achieve different things depending on their specific needs and responsibilities.
This way, your maintenance team can log issues and run maintenance on assets onsite and log it on your system while your administrators monitor this, and your finance team can run concurrent reports and complete fixed asset management operations on their end.
This is why a cloud-based system is highly effective as it allows you to change asset data onsite, with assets, at speed, but you're also able to monitor and update this data remotely.
Features are of the utmost importance here, as these will be how you spread your asset management efforts across your business. If one person is able to use the system as equipment checkout software, while another can track issues and maintenance, such as PAT tests, while another can run reports on asset depreciation, then you're able to get the best ROI possible.
At the core of your asset tracking software, there must be a way to add unique assets and add unique information and data, such as images, attachments, purchase prices, against them, but you also must be able to build on this by making use of a range of effective, time-saving, and helpful features.
